Job Description

Bookkeeper
OnPlace Collective · Administration & Financial Operations

Reports To: Staff Accountant
Department: Administration, Financial Ops
J ob Type: Full-Time, Exempt
Location: In-Person
Base Salary: $55,000 annually
Works Closely With: Accounting Team and CEO

ROLE OVERVIEW

The Bookkeeper makes sure OnPlace Collective bills for every service we provide and collects what we bill. This role reports to the Staff Accountant and owns the day-to-day work of accounts receivable and accounts payable across all OPC divisions.

As OPC continues to grow, we are strengthening our billing and collections function. We need someone who will confirm that every contract, scope and service is invoiced correctly, follow up with clients who have not paid and keep vendor payments clean and on time. This role is a fit for someone who is numbers obsessed, takes pride in getting the details right and follows through until every open item is closed.

RESPONSIBILITIES & EXPECTATIONS

Billing Accuracy & Revenue Capture (Priority Focus)
- Compare client contracts, scopes and fee schedules against what is actually being billed. Confirm every billable service, reimbursable expense and contracted rate increase is invoiced.
- Identify unbilled, underbilled or incorrectly billed work and bring it to the Staff Accountant with the supporting detail needed to correct it.
- Maintain current customer records, payment terms and billing information by entity and client type.
- Reconcile prebilled invoices, including the existing backlog, to the underlying contract and scope. Report progress weekly to the Staff Accountant until the backlog is resolved.
- Recommend practical changes that close billing gaps and keep them from reopening.

Accounts Receivable & Collections (Priority Focus)
- Generate and send accurate client invoices across all OPC divisions on agreed schedules.
- Own the AR aging report. Review it weekly and follow up on every past-due account until it is paid or resolved.
- Contact clients directly by email and phone about overdue balances. Keep every conversation professional and every follow-up on schedule.
- Document all collections activity and escalate accounts that need leadership involvement to the Staff Accountant.
- Resolve billing questions and disputes with division leads and client points of contact.
- Apply client payments accurately and promptly.

Accounts Payable (Priority Focus)
- Process vendor invoices accurately, route for proper approval and schedule payments to hit NET terms without late fees.
- Reconcile vendor statements monthly. Resolve discrepancies before they age.
- Maintain clean vendor files and support annual 1099 preparation.
- Flag duplicate invoices, unusual charges and vendor payment patterns that create cash flow risk.

Month-End Close & Recordkeeping
- Complete AR and AP tasks for the month-end close on schedule.
- Support bank and credit card reconciliations as assigned by the Staff Accountant.
- Code and categorize transactions in QuickBooks Online with consistency across divisions.
- Flag missing receipts, policy gaps and unusual activity early.
- Maintain organized, audit-ready records and supporting documentation.

WHAT WE ARE LOOKING FOR

- Numbers obsessed. You notice when something does not tie out and you keep digging until it does.
- Detail oriented. You check your own work and catch errors before they reach a client or vendor.
- High integrity. You handle financial information with discretion and raise problems honestly, including your own mistakes.
- Professional. You represent OPC well in every client and vendor conversation, including the hard ones about money owed.
- Hard working with real follow-through. You finish what you start, close the loop without being asked and do not let open items sit.

REQUIRED EXPERIENCE & SKILLS

- 3–5 years of bookkeeping or staff accounting experience with hands-on AR, AP and collections work.
- Working proficiency in QuickBooks Online.
- Direct experience following up with clients on past-due balances by phone and email.
- Experience reconciling invoices to contracts or complex billing (prebilled, retainer-based, milestone-based or recurring).
- Strong Excel skills for reconciliations and aging analysis.
- Comfort working with payment terms, NET cycles and vendor relationships.
- Clear, kind, responsive communication.

PREFERRED SKILLS

Not required to apply, but candidates with these backgrounds tend to ramp quickly in our environment:
- Experience in a multi-entity or multi-division organization, particularly in consulting or professional services.
- Familiarity with project-based billing and pass-through payroll.
- Working knowledge of Expensify, Ramp or similar AP and expense platforms.
- Associate's or Bachelor's degree in Accounting, Finance or a related field, or equivalent hands-on experience.
- QuickBooks Online ProAdvisor certification or equivalent advanced QBO training.
- Experience in master-planned communities or with builders and developers.

ADDITIONAL REQUIREMENTS

- Valid driver's license.
- Clean driving record.
- Reliable transportation.
- Successful completion of a background check and drug screen after a conditional offer of employment.

COMPENSATION & BENEFITS

- Base salary: $55,000 annually.
- In-person role based at OPC headquarters.
- Comprehensive health, dental and vision coverage.
- Paid time off, paid holidays and flexible work arrangements.
- 401(k) eligibility per plan terms.
- Professional development support, including continuing education in QuickBooks, accounting software and financial systems.

This job description is not intended to be all-inclusive. The employee may perform other related duties as established to meet the ongoing needs of the organization. OnPlace Collective is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal or Florida state law.

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